RSO HANDBOOK

Transcription

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2 GENERAL DISCLAIMER Reasonable changes may be made to this document without notice. Information describing any changes will be made available. Revised on June 5, 2015 Published by Student Activities and Leadership Programs, Division of Student Affairs, Western Michigan University. Revised for the academic year. Page 2 TABLE OF CONTENTS STUDENT ACTIVITIES & LEADERSHIP PROGRAMS (SALP) CONTACT INFORMATION Pg. 3 REGISTERED STUDENT ORGANIZATION (RSO) REGISTRATION Pg. 4 OFFICIAL RECOGNITION BY THE UNIVERSITY Pg. 8 RSO GOOD & PROPER CONDUCT POLICY Pg.4 RSO CLASSIFICATIONS Pg. 4 REGISTRATION REQUIREMENTS Pg. 5 ANNUAL REGISTRATION PROCESS Pg. 5 RSO PRIVILEGES Pg. 6 EXPERIENCEWMU DATABASE Pg. 6 CAMPUS MAILBOXES Pg. 6 DISPLAY CASES Pg. 6 SOLICITATION TABLES Pg. 6 TABLE TENTS Pg. 6 RSO DESIGNS Pg. 6 BRONCO-NET AND WEB SITE ACCOUNT Pg. 6 POSITION IN CAMPUS ACTIVITIES BOARD Pg. 6 POSITION IN WESTERN STUDENT ASSOCIATION Pg. 7 MEDIATION AND CONFLICT RESOLUTION SERVICES Pg. 7 ROOM RESERVATIONS Pg. 7 RESERVING OUTDOOR SPACE Pg. 7 RSO FINANCIAL SUPPORT Pg. 8 RSO RECOGNITION Pg. 9 SOC OFFICE SPACES Pg. 11 OFFICE SPACE PROCEDURES Pg. 11 OFFICE EQUIPMENT Pg. 12 OFFICE SPACE POLICIES Pg. 12 POLICIES & PROCEDURES Pg. 14 CHALKING POLICY Pg. 14 ROCK PAINTING POLICY Pg. 14 FLYER/POSTER POSTING GUIDELINES Pg. 14 RSO PHILANTHROPIC ACTIVITIES Pg. 16 SCREENING OF COPYRIGHTED MOVIES ON CAMPUS Pg. 16 BALL AND DANCE GUIDELINES Pg. 16 POLITICAL ACTIVITIES POLICY Pg. 16 OUTDOOR SPACE POLICY Pg. 16 FUNDRAISING AND NON-PROFIT SOLICITATION IN RESIDENCE HALLS Pg. 17 ACADEMIC STANDARD FOR RSO OFFICERS Pg. 17 RISK MANAGEMENT Pg. 17 FINANCE POLICIES Pg. 18 PROPER USE OF THE UNIVERSITY NAME Pg /42

3 UNIVERSITY LICENSING POLICY Pg. 19 UNIVERSITY WEAPONS POLICY Pg. 20 ALCOHOLIC BEVERAGE POLICY Pg. 22 HAZING POLICY Pg. 22 WEAPONS POLICY Pg. 23 RSO CONDUCT PROCESS Pg. 24 APPENDIX A: RSO REGISTRATION PROCESS Pg. 28 APPENDIX B: RSO ADVISORS Pg. 29 APPENDIX C: SAMPLE ASSUMPTION OF RISK FORMS Pg. 30 APPENDIX D: EVENT PLANNING Pg. 32 APPENDIX E: CONTRACTS Pg. 34 APPENDIX F: STATEMENT ON DATE AUCTIONS Pg. 36 APPENDIX G: RSO GRADE WAIVER FORM Pg. 37 APPENDIX H: SEXUAL HARASSMENT Pg Page 3 SALP INFORMATION MISSION STATEMENT To enhance student learning and leadership development by engaging students in educationally purposeful and diverse co-curricular experiences. OFFICES Student Activities and Leadership Programs Main Office 223 Bernhard Center Kalamazoo, MI Phone: (269) Fax: (269) Website: wmich.edu/activities Graduate Assistant Offices Campus Programming, and Fraternity & Sorority Life Office 131 Bernhard Center RSO Development and Leadership Programs & Volunteer Services G06 Bernhard Center Resource and Graphic Design Center G06 Bernhard Center Kalamazoo, MI Phone: (269) Student Organization Center 194 Bernhard Center Kalamazoo, MI Phone: (269) Faith and Spiritual Development Kanley Memorial Chapel Phone: (269) Website: wmich.edu/activities/kanley PROFESSIONAL STAFF 3/42

4 Chris Sligh, Director: (269) Kate Bates, Associate Director for Leadership Programming & Volunteer Opportunities: (269) Position Vacant, Assistant Director for Fraternity & Sorority Life: (269) Brianne Rogers, Assistant Director for Campus Programming & RSO Development: (269) Terri Riemland, Office Coordinator: (269) GRADUATE STAFF Beth Brandon, Campus Programming: (269) Lauren Behmlander, Registered Student Organization Development Advisor: (269) Emily Nacy, Fraternity and Sorority Life: (269) Adrienne Clabin, Fraternity and Sorority Life: (269) Emily Briggs, Leadership Programming & Volunteer Opportunities: (269) Page 4 RSO REGISTRATION OVERVIEW Currently enrolled Western Michigan University students come together to form registered student organizations (RSOs) around common interests. An RSO must include a minimum of four (4) but some consist of more than 200 students. SALP staff members engage students in learning and personal development by advising, not supervising student organizations. SALP recognizes over 400 RSOs at WMU. OFFICIAL RECOGNITION BY THE UNIVERSITY The University will officially recognize student organizations and agencies that meet the below criteria. However, such recognition does not imply that Western Michigan University is liable for the actions of an organization because of its association with the University. Furthermore, the student organization agrees to assume responsibility and indemnify and hold harmless Western Michigan University, its trustees, employees, and agents for any and all liability which may result from actions conducted on or off campus, including, but not limited to judgment costs, attorney s fees, discovery costs, or other expenditures. In the event that an RSO engages in behavior or sponsors an event or an activity which, in the judgment of the university, is adverse to the best interests of the university, the university may intervene and take appropriate corrective action. In such event, the university will, to the extent practicable, work with the RSO to minimize disruption and to provide guidance on appropriate RSO behaviors and activities. Organizations that promote and/or involve drugs, alcohol, and/or intentional discrimination of any group will not be approved by or recognized through SALP. Also, any organization having goals or objectives that do not support the mission of SALP and the university will not be approved. The purpose of registering student organizations is to give them access to University facilities and to provide opportunities and resources for development. These resources include an RSO Graduate Assistant whose primary role is to assist and support RSOs and can be reached at (269) RSO GOOD & PROPER CONDUCT POLICY Registered Student Organizations are expected to abide by all SALP and University policies and procedures as well as federal, state, and local laws. A statement of compliance must be included in each organization s constitution or charter. Further, all RSOs approved by or recognized through SALP acknowledge and agree to uphold the organization s commitment to good and proper conduct. 4/42

5 Poor conduct includes but is not limited to financial debt, use or possession of alcohol or drugs, dishonesty (furnishing false information, forgery, acting as an agent of the university without authorization), unauthorized posting, and violations of the law and university policies. RSO CLASSIFICATIONS Academic Cultural-International Faith/Spiritual Fine & Performing Arts Fraternity Honorary Media Political & Social Action Service-based Sorority Special Interest Sports & Recreation Student Government 4 Page 5 REGISTRATION REQUIREMENTS To become a Registered Student Organization recognized by Western Michigan University, all student groups must complete the following steps: 1) Register (or re-register) on the ExperienceWMU website. A minimum of 4 members with wmich.edu addresses must be listed before the organization can be approved. Students who are listed as members or officers of an organization must be currently enrolled WMU students, should be in good academic and disciplinary standing with the University, and should meet the criteria stated in the organization s charter or constitution. 2) A current constitution or charter that includes (a sample constitution may be obtained from the from our website wmich.edu/activities/rso/docs/sample_constitution.pdf The organization s name The organization s purpose Finances section (see Article IV of the sample constitution) Statement of compliance with all SALP and University policies, procedures, and practices, and all local, state, and federal laws Nondiscrimination statement modeled on the University s nondiscrimination policy wmich.edu/oie (see Article II Section B. of sample constitution) 3) All NEW RSOs AND ALL RSOS WHO WISH TO RECEIVE ALLOCATIONS FUNDING must have their Treasurer AND President attend one of the following RSO Orientations. You can find the listing of RSO orientation dates, here: wmich.edu/activities/rso/. To sign your RSO up for an RSO orientation please contact Terri Riemland at (269) ) New groups can register at any time during the year. ANNUAL REGISTRATION PROCESS wmich.collegiatelink.net SALP requires all existing RSOs to register their group using the online ExperienceWMU program on an annual basis starting in August with a deadline of the first Friday in October. In order to be recognized by the University, all student groups must complete the annual registration process. The step-by-step registration process is also found in Appendix A. This year s registration will open on April 7, 2015 and will close on September 10, /42

6 5 Page 6 RSO PRIVILEGES Once your organization meets the basic registration requirements (including good standing with the University) and attends an Orientation meeting (if required), it will be granted active status. Active status will allow your organization to take advantage of the privileges granted to Registered Student Organizations. EXPERIENCEWMU DATABASE ExperienceWMU also has a database that allows students and others to explore registered organizations and learn how to contact them. ExperienceWMU can also be used as a way to create surveys, other forms, and election ballots for organizations, while also providing the opportunity to create and advertise campus events. CAMPUS MAILBOXES RSOs can apply for mailbox space in the Student Organization Center (SOC). There are not enough spaces for each RSO to have a mailbox. If mail accumulates and the organization does not respond to requests for mail pickup, SALP reserves the right to return all mail to the original sender or dispose of documents at the conclusion of the semester. Organizations may use another on-campus address; however SALP will not forward mail to other locations on campus. DISPLAY CASES RSOs can reserve display cases in the Bernhard Center to promote their RSO. Policies and procedures for reserving display cases can be found at wmich.edu/activities/administrative/displaycases.html SOLICITATION TABLES RSOs can use solicitation tables in the Bronco Mall area of the Bernhard Center to promote their RSO. Policies and procedures for reserving solicitation tables can be found at wmich.edu/activities/administrative/tables.html TABLE TENTS RSOs can purchase a month long advertisement space to be placed on the paper table tents that are 6/42

7 located in some of the dining halls on campus. Policies and procedures for purchasing a space can be found at wmich.edu/activities/administrative/tabletents.html RSO DESIGNS RSO Designs is a graphic service available to all active registered student organizations on campus. RSO Designs will create flyers, brochures, business cards, buttons, and more free of charge with the requirement that printing is done within the office. Additionally, RSO Designs can create a logo or t- shirt design for your organization for a $25.00 fee. For more information, visit wmich.edu/activities/rso/rsodesigns/index.html BRONCO-NET AND WEB SITE ACCOUNT RSOs can request a BroncoNet and web site account. Policies and rules governing the use of the BroncoNet account can be found at wmich.edu/oit/policies. To request a BroncoNet account, the RSO Advisor (salp-rsodevelopment@wmich.edu) with the following information: RSO name, requestor name, requestor , and your desired directory name. POSITION IN CAMPUS ACTIVITIES BOARD All RSOs are granted one voting membership in Campus Activities Board (CAB), providing they meet membership requirements and have a letter of verification from the RSO s President. See the CAB website for more information at wmich.edu/cab. 6 Page 7 POSITION IN WESTERN STUDENT ASSOCIATION Every organization has the option to participate in campus issues via the Western Student Association (WSA). All organizations are granted one position in the WSA Senate. See the WSA website for more information: westernstudentassociation.org. MEDIATION AND CONFLICT RESOLUTION SERVICES Periodically, RSOs have an internal issue that may need mediation from an unbiased, outside entity. SALP has trained professionals who can assist an organization in achieving a resolution diplomatically. However, SALP will not intervene unless asked by all parties to enter as a mediator. To set up a meeting please contact the RSO Advisor at salp-rsodevelopment@wmich.edu. ROOM RESERVATIONS ACADEMIC BUILDINGS Academic buildings may be available for use by organizations on a first-come, first-served basis. Reservation policies and procedures may vary depending on the individual building. For more information on how to reserve space in academic buildings, please go to wmich.edu/studentcenter/reservation/academic-rso.php BERNHARD CENTER There are 23 meeting rooms available for conferences, banquets, and meetings for all Registered Student Organizations (RSOs), University departments, professional organizations and the community. Specific policies and procedures on how to reserve a room in the Bernhard Center can be found here wmich.edu/studentcenter/policies/rso.html. KIVA ROOM The Kiva Room is an all-purpose meeting room in the lower level of the Faunce Student Services Building. All RSOs will be charged for any cleaning costs incurred during their time spent in the Kiva Room. Reservation requests are made online at wmich.edu/studentcenter/reservation/kivarequest.php MULTICULTURAL CENTER 7/42

8 The Multicultural Center (MCC) at Western Michigan University provides the University student population with spaces for study, meetings, projects, and conversation. The MCC is located in the Adrian Trimpe Building on campus. For reservations, see the Office of Diversity Inclusion website at wmich.edu/diversity/center RESIDENCE HALLS Residence hall spaces are not open to the public. Lounge and meeting room space is intended for use by residents of the hall only. Resident requests for space are fielded by Hall Directors. Residents can host a group/organizational meeting in the halls, but not on a regular basis. If the event the resident is hosting is a recruitment meeting, the HD should review posting and soliciting policies with the resident. Internal (created by residence hall students) faith-based study groups that meet on a weekly basis can be approved. For more questions about this policy, please contact Laura Darrah, Assistant Director of Residence Life at laura.darrah@wmich.edu or (269) RESERVING OUTDOOR SPACE Reserving outdoor space is done through the Bernhard Center main office and the procedures on how to reserve outdoor space can be found at wmich.edu/studentcenter/reservation/outdoor.php. For a list of policies regarding the use of outdoor space, please see page 14 of this handbook. OUTDOOR SPACE LOCATIONS Goldsworth Valley Pond (Gazebo included) 7 Page 8 The Fountain Plaza (Approval from Miller, Dalton, and Shaw staff may be requested) The Pavilion Sun-Dial Area The Promenade (Flags) Amphitheater Grass Area in front of the Bernhard Center (Approval from Bernhard Center staff may be requested) Faunce Student Services Building Courtyard Outdoor Field Areas: A field permit is required for use of outdoor University Recreation grass spaces. Contact the Business Operations desk at the Student Recreation Center for information. RSO FINANCIAL SUPPORT STUDENT ASSESSMENT FEE ALLOCATION BODIES Western Student Association Allocation Committee (WSAAC) The Western Student Association Allocation Committee (WSAAC) is a standing committee of the Western Student Association, with the primary function of allocating a portion of the funds collected through the Student Assessment Fee. During the fall and spring semesters, WSAAC distributes guidelines and procedures about applying for available funds. In order to be eligible for WSAAC funding, each organization must meet the following minimal requirements: Be registered and in good standing with SALP. Be active at least eight weeks prior to submitting a budget request. Be debt free with the University. Have a RSO representative attend the RSO Finance Workshop presented by SALP. Contact WSAAC at , wsaac-chair@wmich.edu, or visit their website at westernstudentassociation.org/funding/ 8/42

9 Graduate Student Association (GSA/GFAC) The Graduate Student Association (GSA) is a committee of and for graduate students at WMU. GFAC is the Graduate Financial Allocation Committee, a standing sub-committee of GSA. GFAC is charged with the allocation of Student Activity Fee funds to primarily graduate Registered Student Organizations (RSOs). In order to be eligible for GFAC funding, each organization must meet the following minimal requirements: Be registered and in good standing with SALP. Have at least one RSO representative present at the GFAC meeting to present the request in person and answer any questions from GFAC (required). Have a RSO representative attend the RSO Finance Workshop presented by SALP. Contact GSA at (269) , visit their website for complete funding rules and responsibilities: wmich.edu/gsa or stop by the monthly meetings, which are held every 2nd Friday of each month at 3pm. Sports Club Council (SCC) The Sports Club Council is a resource center for all club sports at Western Michigan University. SCC is committed to promoting sports clubs at WMU by providing resources and support to help ensure the growth of club sports at our university. For complete funding rules and responsibilities, contact the SCC at (269) or wmich.edu/rec/sportsclubs. 8 Page 9 STUDENT SUSTAINABILITY FEE FUNDING Student Sustainability Grant Allocations Committee (SSG-AC) The Student Sustainability Grant Allocations Committee (SSG-AC) is an all-student grant review committee for the Student Sustainability Grant (SSG). SSG-AC supports sustainability initiatives. The SSG-AC holds deliberations once per semester, both during the spring and fall semesters. All applications and more details for SSG-AC funding can be found on wmich.edu/sustainability. In order to be eligible for SSG-AC funding, each RSO must meet the following minimal requirements: Be registered and in good standing with SALP. Be debt free with the University. The primary author on each proposal and RSO representative must attend the RSO Financial Workshop presented by SALP. Contact the SSG-AC at (269) , wmu-sustainability@wmich.edu, or visit their website: wmich.edu/sustainability. RSO RECOGNITION BRONCO SPOTLIGHT Bronco Spotlights are a way for you to recognize student leaders and RSOs on WMU s campus for outstanding work over the past month. Nominations are due on ExperienceWMU on the first of each month (ex. Nominations for the month of September are due on October 1st). Bronco Spotlight winners are displayed in the SOC, and include the following categories: 9/42

10 Student Leader of the Month - Describe how the student's efforts are a significant factor to his/her organization's success (e.g. attendance at meeting and events, etc.). - Describe how the student is developing his/her own leadership skills (e.g. attendance at leadership retreats/conferences/summits/seminars, etc.) RSO/Agency of the Month - Sponsored or co-sponsored an even that benefited a large portion of the campus community. - Participated in or offered leadership development opportunities. - Welcomed all students and demonstrated an appreciation for diversity. Outstanding Student Volunteer of the Month - Volunteered in at least (1) community service event in the non-profit and/or WMU community during the past month. - Agency for which the student volunteered was positively benefited by the hours of service. - Service hours logged on ExperienceWMU. RSO Most Committed to Service of the Month - Volunteered in at least (1) community service even in the nonprofit and/or in the WMU community during both the fall and spring semesters. - Agency for which the RSO/Agency volunteered positively benefited from the organization's contributions. - Service hours logged on ExperienceWMU. RSO Advisor of the Month - Describe how your advisor's efforts are a significant factor in your organization's success (e.g. attendance at meetings and events, acts as a liaison, etc.). - Describe how your advisor demonstrates interest in your growth as a leader/member (e.g. accessibility, approachability, reliability, positive reinforcement, etc.). 9 Page 10 RSO Event of the Month - Description of event that occurred. - Discuss the impact of this event on the members of the RSO and the WMU community. GOLDEN BRONCOS While RSOs are recognized every month, Golden Broncos are a way to recognize your RSO, or specific student leaders for a year of outstanding accomplishment and achievement. Nominations can be submitted through ExperienceWMU during the spring semester; you will receive an notification when the form becomes available. Golden Broncos are presented in the following categories: Agency Anniversary Achievement RSO Milestone Event 5 Star RSO/Agency Scholarly Student Leaders Best RSO Website Outstanding Student for Community Involvement Outstanding Organization for Community Involvement (Fewer than 20 Members) Outstanding Organization for Community Involvement (20 Members or More) RSO Committed to Diversity First Year Student Leader of the Year Advisor of the Year Best New RSO Agency of the Year RSO of the Year (Fewer than 20 Members) RSO of the Year (20 Members or More) Student Leader of the Year 10/42

11 For questions regarding Golden Broncos please contact the RSO Advisor. 10 Page 11 SOC OFFICE SPACES OVERVIEW Office space in the Student Organization Center is a privilege provided to RSOs and Agencies. Due to limited space, RSOs and Agencies must apply annually for office space. Student Activities and Leadership Programs (SALP) is responsible for assigning and monitoring RSO and Agency office space and enforcing the provisions of this policy. Student organizations and agencies allocated office space are responsible for adhering to the guidelines set forth in this policy. OFFICE SPACE PROCEDURES ELIGIBILITY To be eligible to apply for office space, RSOs and Agencies must be registered and in good standing with SALP and the University. In addition, the RSO or Agency must have been active for at least one year prior to applying for office space. APPLICATION PROCESS 1. RSOs must apply annually for office space. Applications received after the deadline will only be considered if there is more available space than applications. 2. Applications will be kept on file for one (1) year in the event office space becomes available. 3. Applications will be reviewed by SALP considering the following criteria: a) The RSO or Agency is registered and in good standing with SALP. 11/42

12 b) The RSO or Agency demonstrates a need for office space. c) The RSO or Agency demonstrates a high level of involvement in the WMU community or provides a critical support function for WMU students. d) If the RSO or Agency has had prior office space, past performance will be considered. Note: Because of the limited amount of office space, applicants may be asked to share space with another student organization. Student organizations that agree to share office space or submit a joint request will receive priority consideration. Due to the nature and scope of their governing and coordinating responsibilities, agencies will be given first consideration for office space. ALLOCATION PROCESS 1. RSOs and Agencies will be notified in April whether or not they have been allocated office space. 2. A designated official of the RSO or Agency is required to sign an office space agreement/contract before the RSO or Agency can take possession of the office space. 3. RSOs and Agencies may take possession of allocated office space beginning one week prior to the start of the fall semester. 4. Neither painting nor structural changes to the office space are permitted. A fine may be assessed to any RSO or Agency that paints or makes structural changes to their office space. OFFICE OCCUPANCY PROCEDURE 1. RSOs will be required to sign an office inventory that includes any maintenance concerns prior to moving into the office space. 2. RSOs will receive one key to their assigned office space and/or storage locker at no charge. 3. Additional keys may be ordered at a cost of $5 per key. 4. Any individual receiving a key must provide the RSO Development Advisor with his or her name, phone number, and signature before the key can be issued. 5. If a key changes hand for any reason (officer transition, graduation, etc.), the new key holder must notify the RSO Development Advisor (salp-rsodevelopment@wmich.edu) of the change to avoid a fine. 11 Page Any keys that are not returned may result in fines being posted to the student accounts of those concerned. These fines may prevent students from applying for graduation or registering for classes. 7. If an RSO is moving offices, all keys from the previous office must be returned before keys to the new office will be issued. 8. Questions regarding the key process should be directed to SALP at (269) For convenience, after hours and weekend access to RSO and Agency office space is available. Such access may at times be restricted due to business necessity as determined by the University. VACATING OFFICE SPACE 1. All RSOs and Agencies are required to vacate office space by the date set by the RSO Development Advisor unless the organization is allocated the same office space for the following year. 2. RSOs and Agencies may be charged for any structural changes or damage that requires repair. 3. All keys must be returned to SALP within five (5) business days of vacating the office space. 4. Organizations with office phones are responsible for contacting the Office of Information Technology to discontinue their phone service. REGULATION RSOs and Agencies with office space are responsible for meeting all requirements. SALP is responsible for monitoring compliance with office space requirements. 1. For any violation of the office space agreement, the RSO or Agency will be issued a written warning notification. 12/42

13 2. Three (3) warnings will constitute a violation of policy and the RSO or Agency will be subject to conference proceedings. 3. RSO and Agency office space is a privilege, which may be revoked as part of a disciplinary sanction for any policy violation. If an RSO or Agency loses their office space due to a disciplinary sanction, it is required to vacate within 48 hours. 4. An RSO or Agency that is required to vacate office space will not be eligible to apply for office space until one full year after removal. OFFICE EQUIPMENT Office spaces may be equipped with the following: 1. A telephone jack (If you want to have phone services, you must contact the Office of Information Technology and they will bill your RSO monthly.) 2. Furniture consisting of a desk and a chair (Up to two additional chairs will be provided if available.) 3. Some offices may contain additional furniture. OFFICE SPACE POLICIES All RSOs and members of those organizations are expected to maintain a level of reasonable behavior while occupying the Student Organization Center. Violations of the policies below will be documented. REQUIREMENTS 1. RSOs and Agencies allocated office space must register with SALP during the designated RSO registration period at the start of the fall semester. Failure to register with SALP within this period will result in forfeiture of the allocated office space. 2. RSOs and Agencies are required to maintain at least fifteen (15) open office hours per week. Of those hours, a minimum of eight (8) hours must be held during University business hours (8 a.m. to 5 p.m.) and must be distributed over a minimum of three (3) days. 3. Office hours must be posted on the office door no later than two (2) weeks after the beginning of each semester (or after the RSO or Agency takes possession of the office space). 4. Officer and contact information must be posted on the office door no later than two (2) weeks after the beginning of each semester (or after the RSO or Agency takes possession of the office space). 12 Page Office space is to be used for RSO or Agency business purposes only. OFFICE MAINTENANCE Prior to occupancy, SALP will record the condition and types of office equipment present and will determine if the office space requires maintenance or if equipment needs repair or replacement. Neither painting nor structural changes to the office space are permitted. Prior to vacating, SALP will inspect the quantity and quality of equipment present. The RSO or agency will be held financially responsible for the expense of repairs due to structural changes, damage, or excessive use. POSTING POLICY Flyers and other notices should be posted in designated areas only, including those spaces allocated and associated with the RSO s office space. General boards are available for RSO use. Tacks and staples should be used to post materials. Cubicle walls are not weight-bearing and only paper should be hung on or from them. White boards can be freely used for brainstorming or announcing important information, but profanity and obscene language is prohibited. KITCHEN POLICY Students who use the SOC kitchen are expected to clean up after themselves, including doing dishes and keeping trash in the provided trash bin. CONFERENCE ROOM POLICY The Student Organization Center conference room is available for RSO and department meetings. The 13/42

14 room must be reserved through the SOC front desk staff. Persons using the conference room are responsible for the safety and proper use of the technology in the conference room, as well as cleanliness of all furniture and white board wall. Certain equipment may need to be requested from the front desk staff (i.e. remote controls, access to DVD player, etc.) FIRE SAFETY In an attempt to provide an environment free of fire hazards for faculty, staff, students, and visitors, the following rules shall apply to RSO offices: 1. Decorations of any type shall be of such materials that they will not continue to burn or glow after being subjected to the flame of an ordinary match. 2. Electrical devices must bear the Underwriters Laboratories (UL) label and be in good repair and condition. 3. Decorations, displays, etc. shall be located so they will not obstruct doors or windows. 4. Harmful objects or materials (toxic, flammable, etc.) shall not be used as decorations or stored in RSO offices. Examples of unacceptable materials include: natural Christmas trees or branches unless treated with a flame retardant material, cotton batting or cotton balls, ordinary untreated crepe paper, tissue paper, fabrics, exposed electrical current, light bulbs in contact with decorations, fast burning plastic materials, candles, incense, gas or liquid-fuel lanterns, loose or baled hay, corn stalks, and leaves. VIOLATIONS SALP will monitor adherence to these policies and all requirements. The designated primary contact for the RSO or Agency will be notified of violations. REMOVAL A RSO or Agency may be removed from their allocated office space if (1) they are in violation of the requirements for office space holders as detailed in this policy or (2) they are determined to be responsible for a violation of SALP or University policies or procedures or local, state, or federal laws. 13 Page 14 POLICIES & PROCEDURES A student who chooses to enroll at Western Michigan University assumes the obligation for conduct that is compatible with the University s mission as an educational institution. While students have the privilege to enroll at the institution of their choice, choosing to enroll at Western Michigan University requires a student to become aware of, and abide by, the behavior standards of the University. Ignorance of acceptable boundaries of student behavior as contained in the RSO Handbook and/or Student Code is not a basis for excusing inappropriate behavior. SALP has the official role of recognizing student organizations at WMU. Members of RSOs must adhere to all current University and SALP policies and procedures and all those developed in the future. ADVERTISING POLICIES CHALKING POLICY For WMU purposes, chalking is defined as a temporary and nondestructive activity on most outdoor 14/42

15 horizontal surfaces. Additional guidelines are cited below: 1. Use only environmentally friendly (nontoxic) hand-held stick chalk. No spray chalk is permitted. 2. The RSO s name must appear within all chalk messages. 3. Chalk must not leave a color residue after general exposure to the natural elements (i.e., rain, snow, etc.). 4. Chalking must be at least 20 feet away from entrances and exits of all buildings in order to protect carpeting. 5. Chalking must be limited to horizontal surfaces (mainly sidewalks) where the natural elements have full exposure. No chalking in tunneled areas, under tents, on buildings, under building overhangs, etc. is permitted. 6. Chalking is not permitted on any vertical surfaces, steps, buildings, sculptures, etc. 7. Violators will be subject to full restitution in accordance with the Student Code, Article IV, Section B, 17 ( Unauthorized use/destruction/defacing of property ). ROCK PAINTING POLICY The rocks between Goldsworth Valley Pond and Gilkison Avenue have been designated for painting by Registered Student Organizations on campus. No other painting of any sort is permitted on any University property. Violators will be subject to full restitution in accordance with the Student Code Article IV, Section B, 17( Unauthorized use/destruction/defacing of property ). Guidelines for painting the rocks: 1. Painting the rocks is on a first-come, first-use basis. All organizations have equal access to the rocks. 2. Clubs and organizations may not cover or guard the rocks after painting them and thus may not prevent other organizations from painting over their work. FLYER/POSTER POSTING GUIDELINES (a) General Statement of Policy. After first obtaining permission from the Student Activities and Leadership Programs Office ( SALP ). Students, RSOs, and members of the community may post flyers or posters of up to 14 x 22 on kiosks, and under certain circumstances on bulletin boards in academic buildings, and may chalk on WMU sidewalks, subject to this policy. SALP will date stamp the flyer or poster. Programs or projects sponsored in whole or part by the Student Assessment Fee must include the statement SAF Funded on all publicity documents. Failure to do this may result in subsequent loss of funding. (b) Flyers. Students, RSOs, and members of the community may leaflet or otherwise hand out flyers or other printed material in areas generally available to students and the community. No advance 14 Page 15 permission is required for any such dissemination of printed materials. No person shall be forced to accept distributed materials. (c) Prohibited expression and means of expression. No flyer or poster shall be posted that utilizes one of the following prohibited expressions or means of expression: (i) Disruption. Flyers and posters may not be used, posted, or handed out in such a manner as to disrupt or interfere with WMU s educational mission, including teaching, research, administration, and other authorized campus activities, or with free and unimpeded flow of vehicular or pedestrian traffic. (ii) Property Damage. No flyer or poster may be used or displayed in a way that damages or defaces WMU property or the property of any person who has not authorized the speaker to deface his or her property. (iii) Improper Posting. Postings are not permitted on any trees, buildings, walls, doors, windows, utility poles, wires, fire hydrants, parking meters, light poles, trashcans, public 15/42

16 signs, or any other structure or natural feature not specifically identified for posting purposes on campus. Violators will be charged full restitution for costs to remove such literature from the unwarranted areas. (iv) Incitement. No person shall make, distribute, or display on the campus any statements directed to inciting or producing imminent violations of local, state or federal law or ordinance under circumstances such that the statements are likely to actually and imminently incite or produce violations of law or ordinance. (d) Size and quantity. Posters or flyers must not exceed 14 by 22. No more than two posters per event/activity may be placed per kiosk or bulletin board. (e) Flyers and posters on kiosks. WMU students, faculty, administrators and RSOs may post signs on kiosks. Posts made on kiosks must be taped. Individuals may not post on kiosks any sign advertising goods or services for sale. SALP will date stamp the flyer or poster. Programs or projects sponsored in whole or part by the Student Assessment Fee must include the statement SAF Funded on all publicity documents. Failure to do this may result in subsequent loss of funding. (f) Flyers and posters on bulletin boards in buildings. Bulletin boards in academic and other buildings not specified in subsections (j), (k) or (l) below are nonpublic posting spaces curated by the Student Activities and Leadership Programs (SALP) Office. To post flyers or posters on approved bulletin boards in the academic buildings and other buildings, flyers must be approved by SALP, pursuant to the following guidelines: (i) Identification of posting entity. The flyer or poster must contain the full name of the sponsoring organization, date, time, and anticipated location. (ii) Time for approval. All literature must be received by the SALP office five (5) business days prior to the event/program taking place. Please allow two (2) business days for the approval process to take place. (iii) SAF Funded notice. Programs or projects sponsored in whole or part by the Student Assessment Fee must include the statement SAF Funded on all publicity documents. Failure to do this may result in subsequent loss of funding. (iv) Placement. It is prohibited to post literature over other validly placed flyers or posters. (v) Method of posting. Postings may be tacked or stapled on bulletin boards. Other methods of affixing postings or types of adhesives are not permitted. 15 Page 16 (g) No posting areas. Postings are not permitted on any trees, buildings, walls, doors, windows, telephone poles, wires, fire hydrants, parking meters, light poles, vehicles, trashcans, public signs, or any other structure or natural feature not specifically identified for posting purposes on campus. All violators will be charged full restitution for the cost to remove such literature from the unwarranted areas. (h) Removal. All flyers or posters placed in accordance with this policy must be removed no later than seven (7) days after the related event has ended. If there is no related event, all flyers and posters placed in accordance with this policy must be removed within fourteen (14) days of posting. (i) Penalty for violation. If any material is posted in violation of this policy, the material will be removed and restitution for the cost of labor will be charged to the organization. Repeated violations of this policy may result in loss of posting privileges or loss of student group status. 16/42

17 (j) Bernhard Center. Flyers or posters to be posted in the Bernhard Center must first be approved by SALP. Copies of the posting should be delivered to the SALP Office, as described in paragraph (d) and its subparts. SALP will date stamp the flyer or poster. Programs or projects sponsored in whole or part by the Student Assessment Fee must include the statement SAF Funded on all publicity documents. Failure to do this may result in subsequent loss of funding. (k) Student Recreation Center. Flyers or posters to be posted in the Student Recreation Center ( SRC ) must be approved by SALP prior to being submitted to University Recreation. A maximum of 12 copies of promotional materials may be submitted for posting. The SRC also has a display case available for a weekly fee of $5. For more information, please contact Cindy VanderWoude at (269) SALP will date stamp the flyer or poster. Programs or projects sponsored in whole or part by the Student Assessment Fee must include the statement SAF Funded on all publicity documents. Failure to do this may result in subsequent loss of funding. (l) Residence Hall Posting Guidelines. Organizations wishing to advertise in the residence halls must have all flyers stamped Approved by the Office of Residence Life. An original flyer should be brought to the Residence Life office, located in the Faunce Student Services Building, to be approved for distribution. Copies of approved flyers are to be returned to the Office of Residence Life, and Residence Life staff will post them in the halls. Programs or projects sponsored in whole or part by the Student Assessment Fee must include the statement SAF Funded on all publicity documents. Failure to do this may result in subsequent loss of funding. (m) Chalking. Chalking on WMU property is permitted only as follows: (i) Chalking is permitted only on sidewalks of WMU grounds that are exposed to weather and not covered by a roof or overhang. (ii) Materials used to mark sidewalks must be water soluble, environmentally friendly, nontoxic stick chalk. The use of markers, paints, oil-based products, spray chalk, or other types of markers or liquids, is prohibited. (iii) Sponsoring organization s name must appear within each chalk message. (iv) Chalking must be at least 20 feet from entrances and exits of all buildings to protect interior carpet. (v) Chalking is prohibited on other surfaces, including roadways, buildings, steps, seating walls, benches, planters, tables, signs, poles, columns, trash and recycling receptacles, trees, tunneled areas, under tents, and other surfaces and structures and fixtures. (n) Prohibited claims. Individuals and organizations may not in any way represent that their activities, including flyers and posters, are endorsed, sponsored or sanctioned by WMU without the express written consent of the Vice President for Business and Finance or Vice President for Student Affairs. 16 Page 17 (o) No indemnification or redress. Individuals, groups and organizations are solely responsible for their expressive and other activities on or off campus. Any individual, group or organization participating in or conducting activities not under the written auspices of WMU does so voluntarily and at its own risk, with no right to seek indemnification or other redress from WMU for the consequences of its actions. (p) Appeal. A person or RSO that disagrees with a flyer/poster decision may appeal the decision to the Vice President for Business and Finance and Vice President for Student Affairs by providing written notice to the Vice President for Business and finance or the Vice President for Student Affairs on or before the third (3rd) business day when WMU is in session after the date the person or RSO is notified of the decision being appealed. The notice of appeal must contain the person or RSO s name and address, a brief description of the decision being appealed, the person or RSO s 17/42

18 reason for appealing, and the date the person or RSO received notification of the decision being appealed. When timely notice of appeal is received, the appealing party shall have an opportunity to meet with the Vice President for Business and Finance and Vice President for Student Affairs, or their representatives, prior to receiving a decision on the appeal. The appealing party shall be notified of the date and time of the meeting at least one (1) business day in advance. The University will consider appeals promptly and issue a decision within two (2) business days from the meeting with the appealing party. PROGRAMMING POLICIES RSO PHILANTHROPIC ACTIVITIES RSOs interested in organizing philanthropic donations (i.e., food drives, clothing collections, Toys for Tots, etc) must work directly with the coordinators of the building(s) in which donation bins will be placed. RSOs must comply with all policies and guidelines set forth by the building(s) coordinator(s). Contact information can be found by clicking on the building name at SCREENING OF COPYRIGHTED MOVIES ON CAMPUS The Federal Copyright Act (Title 17 of the United States Code) governs how copyrighted materials, such as movies, may be used. Neither the rental nor the purchase of a video tape or DVD carries with it the right to show the movie outside the home. The only exception to this law is when the movie is shown for educational/instructional purposes, typically in a classroom setting. Non-classroom use of the film (i.e., entertainment) at schools and universities require a public performance license. This legal requirement applies regardless of whether an admission fee is charged. Permission must be obtained from the film's distributor, who holds the rights to the film. Securing permission for showing a film is relatively easy. Most mainstream films that are distributed for non-commercial use come from one of two main distributors: SWANK Motional Pictures, Inc Criterion All questions for film screenings on campus can be directed to the Student Activities and Leadership Programs Office at (269) or the Office of University Relations at (269) BALL AND DANCE GUIDELINES Western Michigan University has established ball and dance guidelines in order to provide Registered Student Organizations, University departments and other organizations with the information they need in order to plan and implement positive, successful balls and dances on the campus of Western Michigan University. All departments and other entities that sponsor dances for students are governed by these 17 Page 18 guidelines. The full guidelines, including a helpful planning checklist, can be found online at POLITICAL ACTIVITIES POLICY Western Michigan University fosters and encourages a wide variety of views and provides all organizations and candidates equal access to University facilities. The appearance of political organizations or candidates on campus implies neither approval nor disapproval by the University of those persons, organizations, or their views. CAMPUS APPEARANCES BY CANDIDATES FOR PUBLIC OFFICE The responsibility for conduct within legal and constitutional bounds rests with the candidate. 18/42

19 The following must be honored: A Registered Student Organization or University department must sponsor political candidates, candidates designees, and any other outside speakers. The sponsoring organization must make all arrangements for reservation of space and time with the appropriate University officials. Candidates will be responsible for all costs associated with their appearances. When large amounts of University resources are necessary, an advance security deposit may be required. FREE SPEECH AREA As an open community, WMU protects freedom of expression and powerfully affirms civility. As such, all members of the University community and all those who visit our community are expected to respect the rights and dignity of others. In support of these principles and the marketplace of ideas, WMU has established the flagpoles as an area for outdoor expression. ADMINISTRATIVE POLICIES OUTDOOR SPACE POLICY GENERAL POLICIES/PROCEDURES FOR USING OUTDOOR SPACE 1. Use of all outdoor space by requester must be registered with SALP 5 business days before an event or activity. 2. No activity that would require amplified sound will be allowed near residential community areas unless special permission is given. 3. No activity that would require amplified sound will be allowed near academic buildings before 5pm and unless special permission is given. 4. The use or sale of alcoholic beverages at any outdoor function is a violation of state law. It is the responsibility of the requester to control and monitor the actions of the group at the event. 5. Requester will incur any costs resulting directly or indirectly from the event/activity. 6. Requester will incur any costs related to clean up, trash removal, or any other costs required to put an area back to its original form. 7. The University reserves the right to disband any function if it affects campus safety and/or security. FUNDRAISING AND NON-PROFIT SOLICITATION IN RESIDENCE HALLS All fund-raising activities taking place in a residence hall must be approved by the Office of Residence Life. No fund-raising or solicitation by student organizations may take place in the buildings or cafeteria foyers without permission. Sales of food by non-residence hall groups will not be permitted in the halls. Leafleting, distribution, and solicitation by University organizations for non-revenue producing purposes must be approved by the Office of Residence Life. At no time may postings be slid under residence hall room doors, except for those authorized by Residence Life. The following conditions will need to be met in residence hall lobbies and cafeteria foyers (not in the cafeterias): Approval has been obtained from the Office of Residence Life. The time and duration are established and approved prior to the activity. There is no interference with the normal operation of the residence hall. 18 Page 19 The area is restored to its original condition. For more information, contact the Office of Residence Life at (269) ACADEMIC STANDARD FOR RSO OFFICERS This policy is intended to closely align RSOs with the mission and academic goals of Western Michigan University, and to ensure that all student leaders appreciate and uphold the value of scholarship while being actively involved in the community. 19/42